Job Summary
The Accounting Administrative Assistant supports the finance and administrative functions of the company by handling day-to-day accounting tasks and general office duties. This role ensures accurate recordkeeping, timely processing of transactions, and effective communication across departments, vendors, and clients.
Key Responsibilities
Accounting Support:
- Assist with accounts payable and accounts receivable functions
- Match purchase orders, packing slips, and invoices for approval
- Enter invoices and payments into accounting software
- Prepare check runs and assist with weekly/monthly payment cycles
- Reconcile vendor statements and follow up on discrepancies
- Track subcontractors pay applications and lien waivers
- Monitor job cost coding accuracy and assist with budget tracking
Administrative Duties:
- Maintain organized filing systems for accounting and project documentation (digital and paper)
- Assist in onboarding subcontractors and collecting W-9s, COIs, and contracts
- Support payroll processing by gathering and submitting field timecards
- Prepare spreadsheets, reports, and summaries as requested by management
- Answer phones, manage incoming mail, and handle office supply orders
Project Coordination:
- Assist project managers with billing support and documentation
- Create and manage job folders, contracts, and project tracking sheets
- Track and document change orders, RFI logs, and related documents
Qualifications
Required:
- High school diploma or equivalent
- 2+ years of administrative or accounting experience, preferably in construction
- Proficiency in Microsoft Office (especially Excel, Word, and Outlook)
- Strong organizational skills and attention to detail
- Ability to multitask and meet deadlines in a fast-paced environment
Preferred:
- Associate's degree or higher in accounting, business, or related field
- Experience with construction accounting software (e.g., eCMS, GC Pay, Procore)
- Familiarity with AIA billing, certified payroll, and lien releases
Benefits
- Competitive compensation and performance-based bonuses
- Comprehensive Medical/Dental/Vision Benefits
- Health Savings Account
- 401(k) retirement plan with company match
- Paid time off and holidays
- Professional development opportunities